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</style><p><strong>In this guide we will cover:</strong></p><p><strong>- Different sections of the 'Quotes and Orders' module </strong></p><p><strong>- How to filter and sort results</strong></p><p><br></p><p><br></p><p>The Quotes and Orders module can be used for:</p><ul><li>Raising quotes/orders.</li><li>Viewing open quotes/orders.</li></ul><p><br></p><p><strong id="isPasted"><span style="font-size: 14pt;">Different sections of the 'Quotes and Orders' module </span></strong></p><p>The quotes and orders module is split into four sections and these each have subsections.</p><p><br></p><p><strong><span style="font-size: 12pt;">Quotations</span></strong></p><p><span style="font-size: 11pt;">This shows all quotations.</span></p><p><span style="font-size: 11pt;"><br></span></p><p><span style="font-size: 11pt;"><strong>Open quotes</strong></span></p><p><span style="font-size: 11pt;">Shows all quotes that can be actioned. These are defined as quotations that have a status that does not have a system use 'closed'. See our guide on <a data-fr-linked="true" href="https://usehalo.com/halopsa/guides/1989/" target="_blank" rel="noopener noreferrer" id="isPasted">quote statuses</a> for more information on this. </span></p><p><span style="font-size: 11pt;"><br></span></p><p><span style="font-size: 11pt;"><strong>Closed quotes</strong></span></p><p><span style="font-size: 11pt;">Shows all quotes that have been closed. These quotes will have a status that has the system use 'closed'. These quotes do not need to be actioned. </span></p><p><span style="font-size: 11pt;"><br></span></p><p><span style="font-size: 11pt;"><strong>Requires processing</strong></span></p><p><span style="font-size: 11pt;">Shows all quotes that require action. These quotes will have a status that has a system use 'accepted'.</span></p><p><span style="font-size: 11pt;"><br></span></p><p><span style="font-size: 11pt;"><strong>Processed</strong></span></p><p><span style="font-size: 11pt;">Shows quotes that have had a sales order made from them. These quotes are therefore deemed as processed. </span></p><p><br></p><p><strong><span style="font-size: 12pt;">Sales Orders</span></strong></p><p><span style="font-size: 11pt;">This shows all sales orders.</span></p><p><span style="font-size: 11pt;"><br></span></p><p><span style="font-size: 11pt;"><strong>Open orders</strong></span></p><p><span style="font-size: 11pt;">This shows all sales orders that have a status that does not have a system use 'closed'. See our guide on <a data-fr-linked="true" href="https://usehalo.com/halopsa/guides/2381/" id="isPasted" target="_blank" rel="noopener noreferrer"><strong>sales order statuses</strong></a> for more information on sales order statuses. </span></p><p><span style="font-size: 11pt;"><br></span></p><p><span style="font-size: 11pt;"><strong>Closed orders</strong></span></p><p><span style="font-size: 11pt;">This shows all sales orders that have a status that do have a system use 'closed'.</span></p><p><span style="font-size: 11pt;"><br></span></p><p><span style="font-size: 11pt;"><strong>Requires ordering</strong></span></p><p><span style="font-size: 11pt;">This shows all sales orders that have a status that does not have a system use 'closed' and that do not have a linked purchase order. </span></p><p><br></p><p><strong><span style="font-size: 12pt;">How to change requires ordering functionality:</span></strong></p><p>The sales orders that appear in requires ordering can be changed using the setting 'Check type for Products that require ordering on Sales Orders' found in Configuration > Items and Stock Control.</p><p><br></p><p>This setting is only visible if 'Allow reserving of Products/Assets' is enabled.</p><p> </p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6ImI4OTJlOWJiLTRmZTQtNDQ0Zi05ZDRjLWZjZGMzZTVjNzUzMSJ9.qSl6pLyia7iAJO_PmrmJ0KHHKFvTuHATRLgDCjD19-o" class="fr-fic fr-fil fr-dib" width="856" style="width: 858px; height: 336.6px;" height="337"></p><p><strong><span style="font-size: 10pt;">Fig 1. Check type for Products that require ordering on Sales Orders setting</span></strong></p><p><br></p><p>If set to the first option '<strong>Sales order is not closed and delivered quantity plus reserved quantity plus quantity not yet received on Purchase orders is less than the line total quantity</strong>' - A sales order will show in requires purchasing if the items in any of the lines have not been reserved, even if they are in stock. If the item(s) are not in stock and a purchase order needs to be raised, once the purchase order is raised for each line that has not been reserved the order will no longer appear in requires purchasing. </p><p><br></p><p>Even if the purchase order(s) raised do not provide enough stock to fulfil the order, once all the lines either have a purchase order against them line, or all the items in the line have been reserved, it will not show in requires purchasing. </p><p><br></p><p><span style="color: rgb(0, 0, 0); font-family: sans-serif; font-size: 14px; font-style: normal; font-variant-ligatures: normal; font-variant-caps: normal; font-weight: 400; letter-spacing: normal; orphans: 2; text-align: left; text-indent: 0px; text-transform: none; widows: 2; word-spacing: 0px; -webkit-text-stroke-width: 0px; white-space: normal; background-color: rgb(255, 255, 255); text-decoration-thickness: initial; text-decoration-style: initial; text-decoration-color: initial; display: inline !important; float: none;" id="isPasted">If set to the second option '<strong>Sales Order is not closed and delivered quantity plus reserved quantity plus quantity not yet received on Purchase Orders is less than the line total quantity</strong>' - A sales order will show in requires purchasing if the items in any of the lines have not been reserved, even if they are in stock. </span>If the item(s) are not in stock and a purchase order needs to be raised a calculation will work out if enough items have been ordered. That is, if one line on the sales order is for 6 items but I raise a purchase order for 4 of these items the sales order will still show in requires ordering as in total I will not have enough items to fulfil the order. </p><p><br></p><p>If one line is for 6 items and I already have 2 of these in stock so I reserve these two, and I raise a purchase order for 4 more the sales order will not show in requires ordering as the reserved items +the purchase order will give me enough to fulfil the order. </p><p><br></p><p>If you are raising multiple purchase orders to fulfil the one line on a sales order, you must ensure the purchase orders are linked to this line on the sales order. Ensure the purchase orders are raised within the sales order, using the 'order items' button. </p><p><br></p><p><strong>Requires Invoicing</strong></p><p id="isPasted">This shows all sales orders that have a status that has the setting 'Sales order is ready for invoicing when this status is selected' enabled.</p><p><br></p><p><strong>Requires consigning</strong></p><p>This shows all sales orders that have a status that does not have a system use 'closed' and at least one of the line items has not been consigned. </p><p><br></p><p><strong>Requires Action</strong></p><p>This shows all sales orders that have outstanding actions against a line. If a sales order line has an action available but you do not want/need to complete this action you can edit the line and mark the line as complete using the 'Mark this line as complete' field. Note, this does not apply retroactively, any sales orders created before the version this functionality is on will not appear in the requires action area. </p><p><br></p><p>Sales order statuses can be found under Configuration > Sales Orders > Sales Order Statuses.</p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6ImYxMTE0ODliLTA3ZjEtNGFlYi05NTZmLTFhN2FkNmMzMDg3MiJ9.3Ms0PyedEkJyMDu-lemMrV-8Mm9-2YsBz3rxMjRwdeQ" class="fr-fic fr-fil fr-dib" width="549" style="width: 551px; height: 396.154px;" height="396"></p><p><strong><span style="font-size: 10pt;">Fig 2. Sales order statuses</span></strong></p><p><br></p><p id="isPasted"><strong>Requires Recurring Invoice</strong></p><p>This shows all sales orders that have a status that does not have a system use 'closed' and at least one of the items on the sales order requires a recurring invoice to be generated (sales order containing a recurring item). </p><p><br></p><p><strong><span style="font-size: 12pt;">Purchase Orders</span></strong></p><p>Shows all purchase orders</p><p><br></p><p><strong>Open orders </strong></p><p>Shows all purchase orders that have a status that does not have a system use 'closed'.</p><p><br></p><p><strong>Closed orders</strong></p><p>Shows all purchase orders that have a status that does have a system use 'closed'.</p><p><br></p><p><strong>Awaiting stock</strong></p><p id="isPasted">Shows all purchase orders that have stock that has not yet been received. If a purchase order is set to the status closed but it still has outstanding stock to be received it will show here. </p><p><br></p><p>The status 'Cancelled' and 'Cancelled/Not awaiting stock' are available against each service. If a PO status has 'Cancelled/Not awaiting stock' enabled POs with this status will not appear in awaiting stock. </p><p><br></p><p><strong>Ready for Purchasing</strong></p><p>Shows all sales order lines that have a status that does not have a system use 'Closed' and items have not yet been consigned, similar to the 'Requires Consigning' area. However, this area can be used to bulk create purchase orders for sales orders that have not yet been fulfilled, likely as they require stock. </p><p><br></p><p>You will notice in the top left of this area there is an option to filter by supplier, allowing you to only see sales orders for one supplier and create these in bulk. </p><p><br></p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjA2MzY1ZmFkLTY2OTktNDYyYy05MTAzLTdmZWI2ZjdhMGVlOCJ9.lKr9hjd6VxOp0aAVTRUCu5WnCidw8jdWUz8ZTdYiDP0" class="fr-fic fr-fil fr-dib" width="501" style="width: 503px; height: 265.524px;" height="266"></p><p><strong><span style="font-size: 10pt;">Fig 3. Filter by supplier in Ready for Purchasing</span></strong></p><p><br></p><p><strong><span style="font-size: 14pt;">How to Filter and Sort Results</span></strong></p><p>Each of the areas can be filtered to only show quotes/orders that you have raised. To do this hover over the three dots in the top right and select 'show mine only'. </p><p><br></p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE2YWRhNjI1LTcwMzgtNGRjZi1hOTc3LWI3MzI0YmNhMDg0YiJ9.FJVBdhUqoEmD3-RN7OqyZSnEYQkfeixppfzE7JOFUDc" class="fr-fic fr-fil fr-dib" width="681" style="width: 683px; height: 324.523px;" height="325"></p><p><strong><span style="font-size: 10pt;">Fig 4. Show mine only</span></strong></p><p><br></p><p>Each of the columns in the quotes and orders module can also be used to filter results. This can be used to only show quotes/order for a particular date, user, created by agent etc. </p><p><br></p><p>To do this over over the column title and select the funnel. Once selected you can type in the value you would like to filter by.</p><p> </p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjEwMWIzNzk3LTdhOTMtNGI4OC1iYWUxLWQxMzI1Mjc4MzExYyJ9.RjMj0_r42zDmW2qBcO1M6-kSWHW1YGgyLz1t3y39jx8" class="fr-fic fr-fil fr-dib" width="370" style="width: 372px; height: 199.398px;" height="199"></p><p><strong><span style="font-size: 10pt;">Fig 5. Filter by columns</span></strong></p><p><br></p><p>Columns can also be sorted by double clicking on the column title. </p><p><br></p><p><strong><span style="font-size: 12pt;">Customise column layout under the purchase order area</span></strong></p><p>The columns that appear when previewing purchase orders in the purchase orders area can be customised.</p><p><br></p><p>To do this hover over the three dots in the top right of the page when viewing purchase orders, select 'Edit Columns', now you will be given the option to create/select a new column profile to use. If making a new column profile give this a name and in the 'columns' section of the configuration page add in the purchase order fields that you would like to be visible, see figure 6 for an example. </p><p><br></p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjdiY2JmNjBjLTRmNmUtNDJiMi1hNGI2LTgzNjcxY2Q1OGZlMyJ9.jTBHM-zVuNOvQgkbl31UkWRmfwkznGwXNrvz66GWQCA" class="fr-fic fr-fil fr-dib" width="553" style="width: 555px; height: 827.538px;" height="828"></p><p><strong><span style="font-size: 10pt;">Fig 6. New column profile for purchase orders</span></strong></p><p><br></p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6ImQ1YzBkMGMwLWVlN2MtNDU2My1hYzliLTlkYjc3NTg4N2EwYSJ9.4Bw9WsZ7JxQCTIF_PONbGAaHRRrb8Tgiz_eaW1zsR5Q" class="fr-fic fr-fil fr-dib" width="991" style="width: 993px; height: 287.334px;" height="287"></p><p><strong><span style="font-size: 10pt;">Fig 7. Purchase order area with example column profile applied</span></strong></p>
